Vendor Details: Vendor

The Vendor tab contains detailed information about the location.

 

1. Under the Purchasing menu, click Vendors.
2. To edit a vendor record, click on the Name hyperlink.

• All tabs are visible by default. To show/hide a tab, click on the Menu icon and select the Tabs option.  From the pop-up menu, check to show or uncheck to hide the desired tab(s).

3. Click on the Vendor tab, if necessary.
4. Configure the desired settings on this tab as noted below. Field groupings are listed from top to bottom, left to right. The required fields are noted on screen with an asterisk.

 

Address Details

• Code and Name
• Country
• Address 1 and Address 2
• City, and State/Province
• Zip or Postal Code
• Phone and Fax numbers
• Vendor E-Mail address
• Account Number — Enter for the vendor's Account Number for your company.
• Tax ID / ABN
• Export Code — Enter for this vendor if required by the accounting software.
• Base Currency — Select the currency used by this vendor. This currency will be used for entering Vendor Bids and creating Vendor Orders.
• Language — Orders sent to this vendor will use the alternate language selected here for products with "Alternative Language Product Names" defined in the Company Product Details screen when the VO Mode = 'E-Mail PDF - Custom' and the appropriate setting has been enabled in the Purchase Order Configuration screen.

Alternate Address Details

• Address 1 and Address 2 — Enter for this vendor if the billing or receiving address is different than above.
• City, and State/Province
• Zip or Postal Code
• Phone number
• Fax number — Required if "VO Mode" = 'Fax'.

Accounting fields

• COD — Check this box if the vendor requires immediate payment or issues immediate refunds for vendor orders/returns. A Check Number/Payment Reference will be required for Vendor Orders (at reconcile), Vendor Returns (when created) and Purchase By Invoice transactions in Net-Chef. This is the default setting when adding location-specific settings on the Location Details tab, and for all locations where details are not specified.
• Accrual — When this box is checked, a check box will appear in the Net-Chef Purchase By Invoice screen, which when checked will keep the transaction open into the next post period, to allow charges to continue to be accrued against it. This is the default setting when adding location-specific settings on the Location Details tab, and for all locations where details are not specified..

Status fields

• Active check box — This is checked by default; clear this check box if the vendor should be "Inactive".
• Allow PBI check box — This is checked by default; clear this check box if this transaction should not be allowed for this vendor.
• Allow Simple Receipt check box — This is unchecked by default; check this box if this transaction should be allowed for this vendor.

Transmission fields

• VO Mode — The method by which purchase orders are submitted to this vendor; defaults to 'Phone'. If any of the E-Mail options are selected, purchase orders will be e-mailed to the "VO E-Mail" addresses indicated in the Communications section of this screen; multiple e-mail addresses can be entered, separated by a semicolon.  If 'FTP', 'Secure FTP', or 'Web Services' is selected, an "Interface" must be chosen and a "URL" must be entered. If 'Fax' is selected, the "VO Fax" number must be entered.
• Bid Mode — The method by which bid sheets are submitted to this vendor to acquire new bids; defaults to 'N/A'. If any of the E-Mail options are selected, bid sheets will be e-mailed to the "Bid E-Mail" address indicated in the Communications section of this screen. If 'Fax' is selected, the Alternate Address "Fax" number must be entered.   More Details.
• Interface — Required if "VO Mode" = 'FTP', 'Secure FTP', or 'Web Services'; defaults to 'Standard'. The relevant details must be entered in the Location Details tab of this screen for this to work properly. (See the Vendor Interface Guide for details about setting up a specific interface.)

Communication fields

• VO E-Mail — Required if "VO Mode" = 'E-Mail Text', 'E-Mail Excel', 'E-Mail PDF', or 'E-Mail PDF-Custom' . Enter one or more e-mail addresses, separated by a semicolon, followed by a space.
• Bid E-Mail — Required if "Bid Mode" = E-Mail Text', 'E-Mail PDF', or 'E-Mail Excel'
• VO Fax — Required if "VO Mode" = 'Fax'.
• URL — Required if "VO Mode" = 'FTP', 'Secure FTP', or 'Web Services'.
• Order Path and Intranet Number

Order Minimums

• Minimum # of Cases — Minimum total cases expected on each order.
• Minimum Value — Minimum total value expected on each order.
• Enforce Order Minimums check box — Check this box if users should not be allowed to submit a Net-Chef Vendor Order unless it meets the specified minimum requirements.

Auto-Order fields

• Auto-Order check box — This is unchecked by default; check this box if orders should be automatically created and/or submitted for this vendor.
• Order Amount Threshold % (High) — When checked, orders will not be automatically submitted for the vendor if the total value exceeds the 4-Week Average by more than this percent.
• Order Amount Threshold % (Low) — When checked, orders will not be automatically submitted for the vendor if the total value falls below the 4-Week Average by more than this percent.  More Details.
  

Financial Settings

• Lead Period — The number of days entered are used to determine the default Expected Delivery Date when ordering from this vendor.
• Terms — Currently not functional.
• Prices Include Tax check box — Check this box if the vendor’s bids imported/entered on bid sheets include the applicable taxes.
• Internal check box — If checked, purchase orders for this vendor are excluded from accounts payable exports (a warehouse, for example).

Preferences

• Order Qty Alert — Check this box to enable the Order Qty Alert for Net-Chef vendor orders. When this screen is saved, users will have the option to apply this setting to locations linked to this vendor on the Locations Details tab.
• Order Qty Alert % — When the alert box is checked, Net-Chef vendor orders will display a warning when a user tries to order a quantity that is this percentage above the Average Ordered Quantity for the product, based on the last 4 weeks’ received orders. The value in this field will be inherited from the same field on the Purchasing tab in the Preferences screen.
• HACCP check box — Check this box if the vendor is HACCP certified.
• Certificate Number — Enter the HACCP Certificate Number in this field.
• Certificate Expiration Date — Enter the HACCP Certificate Expire Date in this field.
• Order In — Restaurant users can select 'Inventory Units' or 'Vendor Units' (default). This setting determines which unit of measure will be used when creating vendor orders for this vendor in Net-Chef. Users creating a vendor order will be allowed to change this setting for that order if they are linked to a user group with the "NC - Purchasing: Edit Ordering Units" control enabled.  
• Vendor Order Exp. Del. Date respects Order By Time check box — When checked, the Expected Delivery Date for a Vendor Order will automatically adjust to the [Date+1] when the order is submitted after the location's "Order By Time". (This will ONLY apply to manually created Vendor Orders and ONLY when initially submitted.)
• Hide Price and Extended Value (E-Mail PDF and E-Mail Excel) check box — When checked, the Purchase Order file attachment will exclude these values for the noted VO Mode settings.
• Display Product Brand (E-Mail PDF and E-Mail Excel) check box — When checked, the Purchase Order file attachment will include this value for the noted VO Mode settings.
• Count Consumption Days from Today check box — Check this box if the number of Consumption Days entered for an order with this vendor should be counted starting with the current day. If unchecked, they will be counted starting with the next day.

 

5. Click the Disk (Save) icon to save your changes.
6. If necessary, click on any other tab as needed to configure settings on that tab. If not, skip to the next step.
7. When finished, click the X (Close) icon to return to the summary screen.

 

Note: If a vendor is deactivated or if "Allow PBI" is deselected, any associations created with this vendor on the PBI Vendors tab in the Location Details screen will be removed for all locations.

 

 

 

 

 

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